Management Information System Development Tender

SEEMIS Group LLP
Floor 14, Council Offices,, Almada Street
Hamilton
ML3 0AA
United Kingdom
Telephone: +44 1698453948
E-mail: richard.bridgen@seemis.gov.scot
Fax: +44 1698454757
NUTS code: UKM

Internet address(es):Main address: www.seemis.gov.scot

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA17082

The contract is awarded by a central purchasing body

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.publictendersscotland.publiccontractsscotland.gov.uk

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: https://www.publictendersscotland.publiccontractsscotland.gov.uk

Other type: Limited Liability Partnership

Education

Co-Developer for Development of Next Generation Solution.

Services

SEEMiS Group LLP (‘SEEMiS’)is a Limited Liability Partnership owned and managed by Scotland’s 32 local authorities. SEEMiS is seeking to co-develop a replacement system for the existing education management system used throughout Scotland by Educational Establishments.

Value excluding VAT: 1 500 000.00 GBP

This contract is divided into lots: no

NUTS code: UKM

Main site or place of performance:

Hamilton, Scotland UK.

SEEMiS is seeking a co-developer, to develop a replacement for its existing Management Information System (‘Existing MiS’). The replacement exercise is known as the ‘Next Generation’ project, and the replacement system is known as the ‘Next Generation System’.

Existing MiS

The Existing MiS is used by all of Scotland’s 32 local authorities in order to manage their nurseries, primary schools and secondary schools. It is accessed by 47 000 active users, and processes records for 2 500 schools/nurseries and 670 000 active students.

Each of the 32 local authorities is a member of SEEMiS (each a ‘Member’).

The Existing MiS holds the ‘Golden Record’ for all children in Scottish Local Authority education, from nursery through to completion of their education. It holds several million additional, archived records.

The Existing MiS has been in operation for a number of years.

It is based on a range of technologies including SQL Server, JAVA, JBoss and Glassfish. It delivers a solution providing, but not limited to, the following key functionality:-

— Core School Administration — Enrolments & Placements, Student Records, Attendance, Timetabling, Staff Records, School Calendar, Staff Allocation, Notifications & Messaging, Behaviour Support etc.;

— Payment Management & Associated Feeds — Processing of applications for e.g. EMA, Clothing & Grants etc.;

— Wellbeing — Planning and Supporting the wellbeing of children;

— Business Intelligence — Management Information reporting on finance, SQA results, Attendance, Census etc.;

— Nursery Administration — Management of nurseries including applications;

— Monitoring and Reporting — Pupil attainment monitoring and reporting;

— Supply Teacher Booking — Records of supply teachers and associated booking; and

— Pupil Transport — Administration of home to school transport.

Some of the technologies used in the Existing MiS are approaching end of life in terms of supportability.

Next Generation System

The Next Generation System will replace the Existing MiS. As such it will need to provide much of the same functionality.

SEEMiS will be the lead for all customer/Member engagement, including the elicitation of detailed functional requirements. SEEMiS will: i) conduct engagements with its customers/Members prior to the start date of the anticipated contract under this procurement (‘the Contract’); and ii) engage with the successful bidder (‘the Supplier’) to formulate a final agreed work programme for the Contract.

The Next Generation System should be a ‘best of breed’ solution that will build upon the high standards of service currently delivered and that will be responsive to emerging and future Local Authority/Education sector requirements.

Fundamental to the Next Generation System is the provision of open standard based API’s that will allow for best of breed, secure integration to Member and third party systems / products.

The Next Generation System must allow for rapid development of additional modules by SEEMIS, and should support a multi-tenant architecture (each of the 32 Members being the data controller for their own data).

SEEMIS needs to be able to further develop/configure Next Generation System after the contract work advertised here is complete. The Next Generation System will have a minimum expected life of 10 years from go-live. That go live is scheduled for 24 months after the start date of the Contract.

Criteria below

Quality criterion – Name: Technical / Weighting: 80

Price – Weighting: 20

Value excluding VAT: 1 500 000.00 GBP

Duration in months: 24

This contract is subject to renewal: no

Envisaged minimum number: 3

Maximum number: 5

Variants will be accepted: yes

Options: no

The procurement is related to a project and/or programme financed by European Union funds: no

List and brief description of selection criteria:

ESPD Refs 4.B.5.1 and 4.B.5.2 INSURANCES -It is a requirement of under the proposed contract agreement that tenderers hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

* Employer’s Liability — a minimum of 5 000 000 GBP each occurrence

* Public / Products Liability — a minimum of 2 000 000 GBP each occurrence, and in the aggregate in respect of Products

* Professional Indemnity — a minimum of 2 000 000 GBP each occurrence or in the aggregate; where in the aggregate the policy to allow for a minimum of one automatic reinstatement of the limit of indemnity in any one insurance year. Professional indemnity insurance to be maintained for a minimum of 6 years following completion of the contract.

ESPD ref 4.B.1.2 Turnover: Average yearly turnover for each of last two complete financial years must be equal to or in excess of 1 500 000 GBP.

ESPD ref 4B.6 Financial assessment: Concerning any other economic or financial requirements, that may have been specified in the relevant Contract Notice, the bidder is required to declare that:

A search of the bidder against Equifax’s Protect must not return a ‘Warning’ or ‘Caution’ returnable code or any neutral code, unless the bidder confirms that it can provide any other document which SEEMiS considers appropriate to prove to SEEMiS (acting within its permitted discretion under the applicable public procurement rules) that the bidder does / would not represent an unmanageable risk should it be appointed onto the proposed contract.

List and brief description of selection criteria:

With reference to ESPD ref 1.75 PART 4 D.

Quality Assurance Schemes.

The tenderer MUST HOLD a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent).

OR

A documented policy regarding quality management. The policy must set out responsibilities for quality management demonstrating that the bidder has and continues to implement a quality management policy that is authorised by their Chief Executive, or equivalent, and is periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for quality management throughout the organisation.

Health and safety procedures.

The tenderer MUST HOLD a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.

OR

The bidder must have a regularly reviewed and documented policy for Health and Safety (H&S) management, endorsed by the Chief Executive Officer, or equivalent. The policy must be relevant to the nature and scale of the work and set out responsibilities for H&S management at all levels within the organisation. The policy must be relevant to the nature and scale of your operations and set out your company’s responsibilities of health and safety management and compliance with legislation.

Note — Organisations with fewer than five employees are not required by law to have a documented policy statement.

Information Security.

The tenderer MUST HOLD a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 27001 (or equivalent).

OR

A documented policy regarding information security. The policy must set out responsibilities for ensuring information security demonstrating that the tenderer has and continues to implement an information security policy that is authorised by their Chief Executive, or equivalent, and is periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for information security throughout the organisation.

Tenderers should note the additional criteria as stated in Section VI.3.

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Competitive procedure with negotiation

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations

The procurement is covered by the Government Procurement Agreement: yes

Notice number in the OJ S: 2016/S 243-443375

Date: 08/05/2017

Local time: 12:00

Date: 30/06/2017

English

Duration in months: 4 (from the date stated for receipt of tender)

This is a recurrent procurement: no

Electronic payment will be used

The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 2321.

Bidder Selection.

The bidders’ capacity and capability will be evaluated and scored. Up to the top 5 highest ranked bidders will be invited to tender. Those bidders satisfying the minimum requirements set out in III.1.2 and III.1.3 will be scored and ranked against the following selection criteria:

ESPD Ref 4C.1.2 Experience (75 marks).

(1) Case Studies: Max Marks 50.

(2) Project and Risk Management: Max Marks 25.

ESPD Ref 4C6.1 Qualifications(15 marks).

(1) Training and Development: Max Marks 15.

ESPD ref 4C.8.1 Manpower (10 marks).

(1) Human Resources: Max Marks 10.

PVG — The awarded Supplier will be responsible for ensuring that all their staff proposed to work on this project satisfy the PVG basic disclosure, all costs for this will be borne by the supplier.

Further information will be contained within the document named ‘1. Introduction and Instructions for Bidders’ which is attached to the PQQ.

The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 2321. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

(SC Ref:483272).

Please see guidance at VI.4.3 below
Please see guidance at VI.4.3 below
United Kingdom

Precise information on deadline(s) for review procedures:

An economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 (SSI 2015/446) (as amended) may bring proceedings in the Sheriff Court or the Court of Session.

06/04/2017